Contract Specialist

ABOUT OATH:

The City of New York’s Office of Administrative Trials and Hearings (OATH) is the nation’s largest administrative tribunal, holding more than 250,000 trials and hearings a year. As the City’s central, independent administrative law court, OATH adjudicates a wide range of matters filed by nearly every city agency, board and commission. OATH also houses the Center for Creative Conflict Resolution which provides mediation and restorative justice support to City government agencies and the general public, and the Administrative Judicial Institute, a resource center that provides training, continuing education, research and support services for administrative law judges and hearing officers.

JOB DESCRIPTION:

Under the direction of the Deputy Agency Chief Contracting Officer (DACCO) the candidate’s responsibilities will include but are not limited to:

- Processing all procurement and contract actions, including project development, writing, and releasing solicitations, reviewing proposals, processing documents such as pre-solicitations reports, public hearing submissions, City Record ads, recommendations for award, vendor responsibility determinations and registering of contracts with Comptroller
- Preparing required procurement documentation. Process contract amendments, renewals and extensions; handling contractor performance evaluations
- Making determinations for the most reasonable price in relation to market conditions. Make recommendations for small purchase awards, modifications, emergency purchases and extensions of time to contracts, as assigned.
- Ensuring citywide procurement policies are followed in contract processing, including Minority/Women-owned Business Enterprise (M/WBE) compliance
- Reviewing descriptions and specifications to determine accuracy and consulting with appropriate agency staff to adjust discrepancies
- Maintaining procurement and contract management tracking tools
- Analyzing vendors past performance, financial status, and other factors to determine vendor responsibility.
- Performing all contracting functions in the Procurement and Sourcing Solutions Portal (PASSPort) system; the Financial Management System (FMS); Office of Citywide Procurement (OCP), and internal agency purchasing systems
- Communicating with vendors to request required documents, and review submitted documents for completion and compliance with procurement rules and regulations.
- Providing technical assistance to contractors to facilitate appropriate oversight approvals and clearances.
- Ensuing timely registration of contracts; accurately and efficiently manage procurement actions from time of assignment until registration stage.
- Ensuring all procurement activities are in full compliance with NYC PPB Rules and Laws and in accordance with procedures established.
- Collaborate with vendors, programs, fiscal staff, and oversight agencies to address any procurement related issues to ensure prompt payment.
- Identify challenges and solutions on contract matters; correspond with user units and ACCO and assist on Special Projects as needed.

HYBRID OFFICE / REMOTE WORK SCHEDULE AVAILABLE AFTER INITIAL TRAINING PERIOD

PROCUREMENT ANALYST - 12158

1. A baccalaureate degree from an accredited college and six months of satisfactory full-time professional experience in procurement of goods, services, construction or construction-related services, or professional, technical or administrative experience in contract negotiation/management; or
2. An associate degree or completion of 60 semester credits from an accredited college, and 18 months of satisfactory, full-time professional experience as described in “1” above; or
3. A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in “1” above; or
4. A combination of education and/or experience equivalent to “1”, “2”, or “3” above. College education may be substituted for professional experience under “2” or “3” above at the rate of 30 semester credits from an accredited college for 6 months of experience. However, all candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in “1” above.
SPECIAL NOTES:
To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level I or one additional year of the experience described in "1" above.
To be eligible for placement in Assignment Level III, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level II or two additional years of the experience described in "1" above, at least one year of which must have been supervisory, or spent performing professional procurement duties equivalent to those performed at Assignment Level III.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.